JUNIOR CHAMBER INTERNATIONAL HONG KONG 2018 POLICY MANUAL

Transcription

1 JUNIOR CHAMBER INTERNATIONAL HONG KONG 2018 POLICY MANUAL Address : 21/F, Seaview Commercial Building, Connaught Road West, Sheung Wan, Hong Kong Telephone No. : (852) Fax No. : (852) Address : info@jcihk.org Web Site : Date of Issue : 13 January, 2018 JCIHK Page 1

2 TABLE OF CONTENTS 1 Objectives for Major Goals 1.2. Presidential Theme 1.3. Membership Strategies 2 Development of Existing Local Organizations 2.1 Principle 2.2 Methods 3 Establish Provisional Organization Member (POM) and LOM Affiliation 3.1 Intention to apply PLOM status 3.2 Application for PLOM status 3.3 Membership status and dues 3.4 Logo 3.5 Supervision 3.6 Communication 3.7 Flag and voting stick 3.8 Facilities 3.9 Access to the website of JCI 3.10 Membership system and allocation of Prospective Members 3.11 Training programs and functions 3.12 Project hosting right 3.13 Meetings 3.14 Awards system 3.15 HKJC Foundation 3.16 Application for affiliation 3.17 Membership dues upon affiliation 3.18 Ordinary membership 4 Officers 4.1 Appointment 4.2 Termination 4.3 Resignation 4.4 Installation PAGE JCIHK Page 2

3 4.5 Specific Duties and Responsibilities 11 5 Nomination for 2018 JCI Elective Posts 19 6 JCI Executive Appointments 19 7 Other Nominations or Appointments 19 8 Committee and Commission 8.1 Strategic Planning Committee Nomination Committee of the 2019 JCIHK Board Election at the 20 National Convention 8.3 JCI Hong Kong TOYP Selection Steering Committee Awards Judging Committee at the National Convention Awards Judges for 2018 JCI ASPAC and 2018 JCI World Congress Senate Committee JCIHK Alumni Club National Business Network Commission National Corporate Communications Commission National Foreign Affairs Commission National Global Goals Community Action Commission National International Affairs Commission National Mainland Affairs Commission National Member Empowerment Commission National Multi Media Commission National Publication Commission National Training & Development Commission National World Cleanup Day Organising Committee National Inter Area Cooperation Committee 31 9 National Assigned Executive Officers Meeting National Monthly Board Meeting Annual General Meeting (National Convention) Bidding for 2019 National Convention Extraordinary General Meeting Senatorship 14.1 Senate Screening Committee Presentation of Senatorship 34 JCIHK Page 3

4 14.3 Senatorship Fee Dues and Administration 15.1 Membership Declaration Method of Payment Admission of New Members Mailing Charges Awards Library Membership Supplies Temporary Storage of Project Supplies/Materials in Chamber Office Chamber Office Administration Meeting Guideline 16.1 E-Motion Promote events supported by NOM Finance 17.1 Policy Inventory of Fixed Assets & Supplies Accounts Payment to JCIHK Cheque Requisition Payment by JCIHK Cheque Payment to JCIHK Administration Fee for Bounced Cheque Large-scale Project HKJC Foundation Application and Claim Procedure for Project Subsidy 18.1 Members of the HKJC Foundation Supporting documents Reimbursement request Key dates for claim and application in National Project Chairman use policy 20.1 Monitoring Use of promotion Definition 43 JCIHK Page 4

5 1. Objectives for Major Goals To explain the purposes and objectives of the Junior Chamber movement through discussions with JCI officers, senators, National Alumni. As well as discussing these among JCIHK and LOM officers To further enhance the identity of JCIHK and JCI as an international leadership development organization To strengthen the social status of JCIHK and promote our roles in the community through active participation in; community affairs, quality projects, press supplements and releases, better liaison with community and commercial leaders, government officials, government departments, training organizations and voluntary agencies To focus our efforts towards maintaining the stability and prosperity of Hong Kong To develop the ability of existing members to take up management positions in JCIHK and LOMs and to recruit sufficient members of balanced composition to carry out our commitments and to further develop JCIHK To promote the Active Citizen Framework and partnership summit in LOMs and in local community Presidential Theme Beyond BeLive Beyond BeLive will be the presidential theme of JCI Hong Kong We chose the slogan because we believe that everyone can live his or her life out of the box, live a life true to himself or herself and live a life of Miracles through life-changing opportunities. That can change your destiny. It is also expressed in the JC Mission, to provide development opportunities to empower young people to create positive change. We know that the betterment of our community will arise when all JCI members and other young people will become more resilient and benefit from a greater peace of mind. While people from all sectors of the community may benefit from our work in reflecting JC core values, we know that the one who will benefit most will be ourselves as members of JCI Hong Kong. JCIHK Page 5

6 1.3. Membership Strategies 2018 Policy Manual For the past two years JCIHK has maintained a steady membership growth. Quality projects provide a wide range of opportunity for members to create positive change. Therefore, we aim to encourage more young people who are willing to take up the opportunity and challenge them to engage in projects and serve their community. JCIHK commits to achieve a net membership growth of not less than 6% by the 2018 JCI World Congress. 2. Development of Existing LOMs 2.1. Principle JCIHK will provide the necessary assistance to expand and develop existing LOMs. Priority will be given to LOMs with less experience and resources. Special assistance such as allocation of Prospective Members, appropriations from HKJC foundation and the assignment of a strategic planning officer will be offered to the LOMs in need Methods To upgrade Chamber Office services to LOM To provide guidance and advice through NAEO who would form a team among themselves to share their expertise and resources To organize training programs for LOMs officers To encourage and coordinate joint projects among LOMs with the assistance of NAEOs and other JCIHK Officers To assign strategic planning officer to assist and coordinate with the LOMs if necessary. 3. Establish Provisional Local Organization Member (PLOM) and LOM Affiliation 3.1. Intention to apply for PLOM status If there is an intention to apply for PLOM status, the entity should notify NSG in writing not later than 30 days before a meeting of the National Board of Directors JCIHK Page 6

7 in which votes will be cast in accordance with Article 5-2 of the By-Laws ( Board Adoption Date ) Application for PLOM status The application for PLOM status requires the following documents: Completed application form prescribed by the National Board of Directors Membership list of at least 25 members Draft PLOM s articles of association 3.3. Membership status and dues Members listed in the PLOM application form must be classified as either Ordinary Members or Prospective Members. Ordinary membership within the PLOM period is only open to existing Ordinary Members of the PLOM s sponsor Chapter. Membership dues are calculated pro rata from the Board Adoption Date. 1 The membership period for Ordinary Members commences from the Board Adoption Date and pro rata membership dues is payable to NOM within seven days thereof. The membership period of Prospective Members commences from the Board Adoption Date and the applicable dues for Prospective Members is payable to NOM within seven days thereof. Ordinary membership within the PLOM period is only open to existing Ordinary Members of the PLOM s sponsor chapter. PLOM should declare its membership in Joint Board Meeting through National Assigned Development Officer ( NADO ). Membership dues are calculated based on the reported numbers Logo The PLOM may use the short form or long form JCI logo. The short form of the JCI logo must follow the corporate communication guidelines on the website of JCI ( The long form for the JCI logo bearing the words Provisional Chapter of Junior Chamber International Hong Kong may be used after the PLOM receives NSG s approval. 1 For example, if the Board adoption date is 15 th September, pro rata Ordinary membership fee is payable for the period commencing from 1 st September and ending on 31 st December. Prospective Membership period commences from 15 th September and ends on 14 th March. JCIHK Page 7

8 3.5. Supervision PLOM s development officer or NADO will be assigned by NP Communication The directors of the PLOM are entitled to receive notifications from the forwarding address. 2 These addresses will be maintained by NOM and mail will be administered by National Secretariat. The PLOM may use NOM s mailing service but s are to be sent to National Board of Directors and Chapter Presidents only. NOM s website is not open for PLOM s use to promote its activities. A section of NOM s publication will be reserved for National Board of Directors to report on PLOM s progress or any matters relating to the POM as the National Board of Directors see fit Flag and voting stick The National Secretariat will prepare a Chapter flag (pursuant to the PLOM s request and cost will be borne by the PLOM) and a voting stick for the PLOM. Upon successful adoption of the application for affiliation in accordance with Article 4-5 of the By-Laws at the National Convention, the Chapter flag will be hoisted at the venue and a voting stick will be provided to the chief delegate or their designated chief delegate of the affiliated Chapter Facilities The PLOM is entitled to room usage, mailbox access, printing and photocopying services. Storage space and access card will not be made available to the PLOM Access to the website of JCI NOM will liaise with the responsible JCI officers for the purposes of enabling the PLOM to gain access to the website of JCI ( Membership system and allocation of Prospective Members 2 The forwarding address which reaches NOM and LOMs down to director level JCIHK Page 8

9 The PLOM does not have access rights to the membership system maintained by the National Secretariat. No Prospective Members will be allocated to PLOM by NOM Training programs and functions Members of the PLOM may attend training programs held by NOM. NOM may charge PLOM for the Executive Development Program given that NOM provides early notice to the PLOM. Members of the PLOM may attend all functions held by NOM and join the Hong Kong delegate team at the World Congress, Asia Pacific Conference and other official JCI functions Project hosting right The PLOM is not entitled to host (or co-host with other LOM) any NOM projects Meetings The National Secretariat will notify the PLOM for the NOM s meetings (for example, Joint Board Meetings) and provide the PLOM with a copy of the agenda and minutes of these meetings. The PLOM may appoint a chief delegate to sit-in on these meetings. The PLOM chief delegate has an entitlement to use the table and chair equal to that of other Chapters. All charges payable by the chief delegates of other LOMs are also applicable to the PLOM s chief delegate. The chairman of the meeting has the discretion to decide whether to grant a speaking right to the PLOM s chief delegate. NADO shall give reports on the development of the PLOM. The NADO s written report shall include, among others; the number of Ordinary Member declarations, Prospective Members and the areas of development for the PLOM Awards system The PLOM and its members will not be granted any NOM awards except those awarded by the National President. As such, NOM will neither accept the PLOM s bid book submission nor include the PLOM in efficiency index calculations HKJC Foundation The PLOM is not entitled to apply for funds from the HKJC Foundation Application for affiliation JCIHK Page 9

10 Each application for LOM membership must reach NSG no later than 30 days before the opening date of the National Convention at which affiliation is sought. The member list required under Article 4-3(c) of the By-Laws should clearly state which existing Prospective Members remain as Prospective Members and which existing Prospective Members are converted into Ordinary Members ( Converted Ordinary Members ) as of the date of the General Meeting mentioned in Article 4-5 of the By-Laws ( GM Adoption Date ) Membership dues upon affiliation Pro rata membership dues of the Converted Ordinary Members are payable by the affiliated Chapter as of the GM Adoption Date in accordance with Article 4-3(h) of the By-Laws Ordinary Membership 4. Officers An Ordinary Member s membership period shall commence from the unbroken chain since induction at his or her sponsor Chapter prior to joining the PLOM Appointment All appointments of the Board of Directors will be appointed per the JCIHK s constitutional provision and subject to the LOM s endorsement. No National Officer, either elected or appointed, shall hold any office or post including presidential advisor in their LOM except for the post of the immediate past president. Should any waiver be required, it shall be dealt by a majority vote of the Board of Directors Termination The Board of Directors has the right to terminate the office of any National Officer in accordance with the By-Laws should he/she fail to fulfil his/her duties Resignation The Board of Directors have the right to resign his/her position, given that he or she serves a notice to the National General Legal Counsel and National Secretary General with written one month s prior notice. JCIHK Page 10

11 4.4. Installation 2018 Policy Manual Installation at the Inaugural Ceremony will follow the procedures contained in the JCIHK s constitution. Officers appointed thereafter will be installed/sworn-in at an appropriate National Board Meeting Specific Duties and Responsibilities Member(s) of the Board of Directors are empowered to exercise the authority conferred to them by the Board of Directors. He/ She is entitled to participate at all LOM s meetings with speaking rights. Member(s) of the Board of Directors shall not interfere with LOM s internal affairs except when such affairs violate the JCIHK s standing regulations or orders. Member(s) of the Board of Directors shall have the right to speak and to propose at all JCIHK meetings and General Meetings. Save for the specific duties and responsibilities as mentioned under 4.5.1, all National Board of Directors should (i) promote the mission, vision, purposes of JCI; (ii) promote JCI and JCIHK s projects; (ii) attend National Board Meetings and any other JCIHK meetings which he/she is entitled to attend; (iii) attend Inaugural Ceremony, National Convention, and JCIHK functions; (iv) promote and market JCI by strengthening our corporate image; (v) submit written reports to the National Board Meetings and the National Convention; (vi) promote and implement JCIHK objectives and administration policies National President Senator Ronald KAN I. Fulfil duties as specified in By-Law II. The National President shall act as a chief delegate to attend the 2018 JCI ASPAC and the 2018 JCI World Congress and attend any National President meetings. III. The National President shall report on HKJC Foundation matters at National Convention and ensures HKJC Foundation s annual audited accounts for the year ended 31 December 2017 are included in the Convention Manual. IV. Act as ex-officio member of the Executive Committee of The Outstanding Young Persons Association (TOYPA) and as a coordinator between JCIHK and TOYPA. V. Represent JCIHK as ex-officio Director of HKJC Foundation to advise the funding allocation of the projects. VI. Act as ex-officio for Strategic Planning Committee to reflect the current situation of the NOM and convey LOM s messages to the committee for consideration. JCIHK Page 11

12 VII. VIII. IX Policy Manual Act as ex-officio for Senate Screening Committee and provide information to such committee (if requested). The National President must give a written report to the incoming national president on all outstanding matters and programs of the 2018 administration during the December Joint Board Meeting. The National President must submit a written year-end report for National Presidents meeting at 2018 JCI World Congress National Immediate Past President Senator Teresa POON I. Supervise JCIHK s project - Ten Outstanding Young Persons (TOYP) Selection. II. Supervise JCIHK Alumni Club. III. Act as Chairman of Senate Committee. IV. Act as Chairman of Senate Screening Committee. V. Act as Nomination Committee Chairman of the 2019 National Board of Directors Election. Name of Chairman Senator Yoee LEUNG Senator Andy MA Responsible Area Ten Outstanding Young Persons (TOYP) Selection. JCIHK Alumni Club National General Legal Counsel Senator Kannis LEUNG I. Fulfil duties as specified in By-Law II. Handle all governmental procedural matters on behalf of JCIHK. III. Serve as the parliamentarian in the meetings at the request of the National President. IV. Act as the liaison officer with the National Honorary Legal Advisor. V. Supervise the production of the Policy Manual. VI. Act as the officer to help those LOMs who need special assistance (if needed). VII. Ensure smooth administration, efficient Chamber Office service, provide Chamber s staff development, proper records, efficient functioning of the Chamber. VIII. Ensure the operation of the secretariat are smooth and maintain health finance position for JCIHK. IX. Assist the National President in the planning, implementation and supervision in the activities under the four areas of opportunity. X. Follow up any change of the Constitution and the By-Laws if necessary. JCIHK Page 12

13 XI. XII Policy Manual Supervise and provide guidance to the National Secretary General and the National Honorary Treasurer. Supervise, guide and train and the National Directors assigned by him or her. Provide assistance to supervise Chamber Office Administration Meeting, Inaugural Ball and the National Convention. Name of the National Officers National Secretary General Senator Victor LAM National Honorary Treasurer Joyce Chow Director Heidi CHONG Director Freddy TSE Chairman Senator Kenny LO Convention Director Senator Sam CHAN Responsible Area Secretariat, Inter Area Cooperation Committee Convenor and NAEO of JCI Queensway Finance and NAEO of JCI East Kowloon Records and Recognition Sustainability Inaugural Ceremony National Convention National Executive Vice President I. Fulfill duties as specified in By-Law II. Attend meetings and functions of assigned areas (if necessary). III. Ensure NOM provide quality training programs to JCIHK members and enhance the coaching skills of local qualified trainers (for NEVP who supervise the Leadership Development area). The following national officers will be supervised by NEVP Senator Maric CHENG: Name of the National Officers National Vice President Irene LEUNG National Vice President Ben MAK National Vice President Kacy YU National Vice President Senator Kenneth YU Director Eddie YUEN Director Karmen CHU Director David LUK Director Wilson CHU Commission Chairman Flora CHEUNG Commission Chairman Joel Li Responsible Area/Duties Global Goals Community Action Commission and NAEO of JCI Tai Ping Shan and JCI Sha Tin Foreign Affairs Commission and NAEO of JCI Hong Kong Jayceettes and JCI City Lady Training & Development Commission and NAEO of JCI Harbour and JCI Lantau Mainland Affairs Commission and NAEO of JCI Yuen Long and JCI Bauhinia Leadership Development Mainland Affairs Membership Well Being Foreign Affairs Global Goals Community Action JCIHK Page 13

14 Commission Chairman Senator Suki CHEUNG Commission Chairman Terry Chan Commission Chairman Pong Yau Chairman Senator Leo LI Mainland Affairs 2018 Policy Manual Member Empowerment Training & Development World Cleanup Day Organising Committee The following national officers will be supervised by NEVP Senator Angel Tam: Name of National Officers National Vice President Senator Naomi CHAN National Vice President Senator Hades HO National Vice President Senator Karen YEUNG National Vice President Iris LAM Director Isaac LEE Director Alex FU Director Ringo CHUNG Commission Chairman Senator Deacon WONG Commission Chairman Claudia CHOR Commission Chairman Daryl LIN Commission Chairman Senator Debbie CHAN Commission Chairman Do Do So Responsible Area/ Duties Corporate Communications Commission and NAEO of JCI Kowloon, JCI Island and JCI Peninsula Business Network Commission and NAEO of JCI Victoria and JCI North District International Affairs Commission and NAEO of JCI Lion Rock, JCI City and JCI Apex Publication Commissions and NAEO of JCI Dragon, JCI Ocean & JCI Tsuen Wan Corporate Communications Economic Development International Affairs Business Network Commission Corporate Communications Commission International Affairs Commission Multi Media Commission Publication Commission National Vice Presidents / NAEOs I. Fulfil duties as specified in By-Law II. Promote and interpret JCIHK objectives and administration policies to their assigned LOMs/ PLOM. III. Attend monthly board meetings and monthly fellowship gatherings (MFGs) of assigned LOMs/ PLOM. IV. Maintain good communication with and assist in the development of all his/her assigned LOMs, and submit monthly written reports on the LOMs development at the NAEO Meetings. V. Carry out duties as assigned by the National President. The following NAEO assignments are assigned by NP: Name of National Officers Assigned LOMs/POM JCIHK Page 14

15 Senator Naomi CHAN Senator Hades HO Senator Karen YEUNG Senator Kenneth YU,,Iris LAM Irene LEUNG Ben MAK Kacy YU Senator Victor LAM Joyce Chow JCI Kowloon, JCI Island and JCI Peninsula JCI Victoria and JCI North District JCI Lion Rock, JCI City and JCI Apex JCI Yuen Long and JCI Bauhinia JCI Dragon, JCI Ocean & JCI Tsuen Wan JCI Tai Ping Shan and JCI Sha Tin JCI Hong Kong Jayceettes and JCI City Lady JCI Harbour and JCI Lantau JCI Queensway JCI East Kowloon 2018 Policy Manual National Secretary General Senator Victor LAM I. Fulfil duties as specified in By-Law II. Assist NP to prepare written report for the 2018 JCI ASPAC and 2018 JCI World Congress. III. Assist in the preparation of documentation and handling of correspondence as assigned by the NP. IV. Prepare agenda and minutes of National General Meetings, EGMs (if any), NAEO Meetings, NOM Board Meetings and Joint Directors Meetings and distribute these documents to relevant officers for these meetings at least two working days prior to the meeting. V. Prepare surveys and the result summary for the Evaluation Meetings with NP and NGLC. VI. To arrange the venue for National General Meetings, NAEO Meetings, Board Meetings and Joint Directors Meetings. VII. Supervise the 53nd JCIHK National Convention. VIII. Supervise the areas of the administration IX. Follow up the hosting chapter of National Convention of last year on files, minutes of General Assembly, voice records and pertinent materials. X. Submit form ND2A by January 2018 & Annual Return of JCIHK to the Company Registry within 42 days after 2018 National Convention. XI. Carry out duties as assigned by the NP and NGLC National Honorary Treasurer Joyce CHOW I. Fulfill duties as specified in By-Law II. Organize and supervise JCIHK fund raising functions and the Inaugural Ceremony. III. Prepare JCIHK 2018 budget and submit to the National Board of Directors for approval not later than the National Board Meeting in February JCIHK Page 15

16 IV. Assist to submit the 2017 audited financial statement to National Board Meeting and National Convention. V. Submit the audited financial statement of JCIHK for the year ended 31 December 2018 to the Company Registry for record in VI. Prepare the management accounts of JCIHK for the year ended 31 December 2018 for adoption no later than 31st March, VII. Assist to collect dues and initiation fees for 2018 in a timely manner and manage JCIHK bank accounts. VIII. Carry out duties as assigned by the NP and NGLC National Directors I. Fulfil duties as specified in By-Law II. Attend meetings/discussions with respective LOM Directors in Joint Directors Meetings. All suggestions put forth in the LOM Directors' Meetings should be recommended to the National Board Meetings for consideration and adoption. It is recommended to send the meeting notes/discussion notes to all LOM Presidents for their information. III. Render guidance to LOMs in planning projects under their respective areas at the initial stage of survey and planning (if needed). IV. Take charge and supervise National projects according to the NOM s time schedule. V. Compile bid book for JCIHK projects (if needed) for 2018 Asia Pacific Conference and the 2018 World Congress. VI. Carry out assignments as assigned by the NP and their respective NGLC/NEVPs. VII. (applicable to membership area) The access right of the membership database shall be granted to NP, NEVP (who supervise membership area), NGLC, NSG and NMD. VIII. (applicable to admin area) To promote and market JCIHK by using JCIHK website and Facebook media and enhance the communication between National Board of Directors and LOM presidents with the means of alias group. Name of the National Officers Director Isaac LEE Director Alex FU Director Ringo CHUNG Director Eddie YUEN Director Karmen CHU Responsible Area Corporate Communications Economic Development International Affairs Leadership Development Mainland Affairs JCIHK Page 16

17 Director David LUK Director Heidi CHONG Director Freddy TSE Director Wilson CHU Membership Records and Recognition Sustainability Well-Being 2018 Policy Manual Chamber Office Staff Chamber Executive I. Assist the National Board of Directors, in particular, the NP, NIPP, NGLC, NEVPs, NSG, and NHT, in the day-to-day administrative matters of the JCIHK. II. Provide secretarial assistance to NP, NGLC, NSG, Senate, HKJC Foundation and perform other jobs / assigned duties by NP (e.g. Inaugural Ball / TOYP). III. Coordinate with NGLC regarding all government procedural matters on behalf of JCIHK. IV. Liaise with the Chamber Office staff pertaining to the Chamber Office maintenance, services, and renovation. V. Assist NSG and Admin Team to update database system in the Chamber Office. VI. Supervise all account matters such as debit note issuance as directed by NHT. VII. Update the contact list of JCIHK and LOM Board members as necessary. VIII. Assist NMD to update the membership directory every month and to take care of the correspondence related to assignment of PMs to Local Organizations. Supervise and take charge of JC membership supplies and inventory monitoring Account Officer I. Administer all account matters such as debit note issuance as directed by NHT. II. Prepare the financial report for NHT before Board Meetings and NAEO Meetings. III. Prepare the monthly account statement and bank reconciliation statement. IV. Coordinate with banks and payment of credit card matters. V. Provide secretarial assistance to NGLC, NSG, NHT and NEVPs. VI. Liaise with the auditors of JCIHK. VII. Perform other jobs assigned by NP, NGLC and Chamber Executive. JCIHK Page 17

18 VIII. Direct report to Chamber Executive Policy Manual Chamber Officer I. Arrange seminar rooms, meeting rooms and board room. II. Maintain and update the filing system for Chamber Office. III. Supervise mailing of NOM/LOM circulars/publications. IV. Co-ordinate with NSG regarding JC supplies and inventory monitoring. V. Administer the rental of books and materials of the library and the equipment of the Chamber. VI. Prepare name stands and pertaining logistic requirements for every NAEO and Board Meeting. VII. Ensure the cleanliness and tidiness of the Chamber Office at all times. VIII. Provide secretarial assistance to NGLC, NSG, NHT and NEVPs. IX. To act as the receptionist and receive phone calls. X. Perform other jobs assigned by NP, NGLC and Chamber Executive. XI. Direct report to Chamber Executive National Officers I. National Officers under respective areas are directly responsible to respective National Board of Directors. II. Assist in the planning and implementation of activities under respective area. III. Attend National Board Meeting upon invitation by the NOM Board of Directors. IV. Attend Inaugural Ball, National Convention, and other JCIHK functions National Presidential Advisor - Past National President Senator Paul WU I. Entitled to attend any meetings and may serve as parliamentarian in the meeting upon invitation by NP. II. Advise NP on all JCI and JCIHK affairs, as requested Panel of Advisors The Panel of Advisors shall give advice on any JCIHK and JCI affairs upon request by any member of the National Executive Committee to the JCIHK Page 18

19 National Board of Directors. Their advice should be directly send to NP. The Panel of JCIHK Advisors comprises of: PNP Senator Paul YIN, SBS, JP PNP Senator Major TANG PNP Senator George LUNG, BBS, MH, JP PNP Senator James TSUI Any advisor is entitled to attend all meetings upon invitation by the NP. 5. Nomination for 2019 JCI Elective Posts Nomination for JCI Elective Posts such as Vice President, Executive Vice President must initially be made by a LOM and must reach NGLC in written format. Nomination shall be considered and, if deemed fit, approved in the June National Board Meeting or other Board Meeting as decided by the National President. 6. JCI Executive Appointments Any appointment for JCI executive posts (e.g. General Legal Counsel, Treasurer, Executive Vice Presidents) shall be endorsed by JCIHK and approved in the National Board Meeting or other Board Meeting as decided by the NP. 7. Other Nominations or Appointments All other nominations or appointments for posts of JCI shall be decided by the NP and approved by the National Board of Directors. 8. Committee and Commission 8.1. Strategic Planning Committee The Strategic Planning Committee consists of the following members: Chairman PNP Senator Eric TANG Members PNP Senator Clement WOO PNP Senator Ken WONG PNP Senator Timmy LEE, MH PNP Senator Paul WU Ex-Officio NP Senator Ronald KAN The Strategic Planning Committee shall present its final report to the National Board of Directors before September Joint Board Meeting for adoption at the National Convention. JCIHK Page 19

20 8.2. Nomination Committee of the 2019 National Board of Directors Election at the National Convention NIPP shall act the nomination committee chairman of the 2019 National Board of Directors. The National President shall appoint four to six Past National Presidents or Senators as the committee members of the Nomination Committee. Such appointment shall be announced and all LOMs shall be informed such appointment 45 days before the commencement of the National Convention JCI Hong Kong TOYP Selection Steering Committee The JCI Hong Kong TOYP Selection Steering committee consists of the following members: Chairman PNP Senator John CHAN Members PNP Senator James TSUI PNP Senator Paul WU NP Senator Ronald KAN Ex-Officio Secretariat NP Senator Ronald KAN NIPP Senator Teresa POON Chamber Executive Senator Phyllis CHAN The JCI Hong Kong TOYP Selection Steering Committee acts as an advisory panel to monitor and provide guidance to the 2018 TOYP Organizing Committee. The Steering Committee would draft project guidelines to help the incoming TOYP Organizing Committee to maintain the standard of the project. National Board approval is needed for the project guidelines to take effect. The project manual is adopted in 2017 (See Appendix) 8.4. Awards Judging Committee at the National Convention NRRD will act as Chairman of the Awards Judging Committee. NGLC will supervise the Awards Judging Session but he or she is not allowed to give any marks. NP shall appoint any Past National President as the chief judge for the Awards Judging Committee. NRRD will invite nomination of judging members from LOMs before the end of July All judging members: should have not less than 2 years of JCI experience OR JCIHK Page 20

21 shall have been the board member or current member in the board of his/her local chapter. If there is more than one nomination, one of them could be without judging experience while the other one should have both judging experience AND have experience on bid book compilation. If there is only one nomination, the member should have both judging experience AND experiences in bid book compilation. However, he or she must not be the current President of the LOM or the member of the National Board of Directors. If the chapter was set up 5 years or less, the judging member requirement as below. The judging member shall have been in the board at least 1 year of his/her local chapter (not included the current President of the LOM or the member of the National Board of Directors). **National Board Members have the right to give waiver to the judging members, but the nominee need to provide simple portfolio. All judging criteria is incorporated in the Awards Manual which will be approved at the National Board Meeting and circulated to all LOMs by no later than end of April. The National Board of Directors shall approve the nominated judges in the National Board Meeting. Late submission of nominations or subsequent substitution (also subject to the National Board of Directors approval) might attract penalty in accordance with provisions in the Awards Manual. Details of the judging criteria will be set out in the 2018 Awards Manual. Briefing notes for judges must be circulated at least 2 weeks before judging date. All judges (including the JCIHK Executive Committee Members) shall attend a briefing session to be convened by the NRRD, failing to attend such briefing shall be disqualified. Any judge from a LOM must not give marks on the award entry submitted by his or her own LOM. All judges for any presidential awards of Excellence should be appointed by NP Awards Judges for 2017 JCI ASPAC and 2017 JCI World Congress NRRD will invite nomination from LOMs (if necessary) and the qualification of awards judges shall be (i) the Individual Member of his/her local chapter for at least 2 years and (ii) who is/has been the National Board of Directors of NOM or LOM President. NP JCIHK Page 21

22 has the final rights to appoint awards judges to the 2018 JCI ASPAC and 2018 JCI World Congress Senate Committee The Senate Committee shall consist of Senators from different LOMs, with NIPP preside as Chairman. The job duties of the Senate Committee are to coordinate senators, organize senate luncheon and dinner, prepare new senate directory when appropriate. The committee members include: Senator Jade Chan (JCI Kowloon), Senator Karen Fong (JCI Harbour), Senator Junnie Tai (JCI Harbour), Senator Man Fok (JCI Queensway), Senator Laura Chiu (JCI North District) 8.7. JCIHK Alumni Club Objective Promote the JCIHK Alumni Club for the purposes of membership retention Appointment of Chairman NP should appoint the chairman who must be a National Alumni (JCI Alumni) Term of office The term of office of the Chairman shall commence from 1 January 2018 to 31 December 2018 (1 year) Responsibilities i. Achieve target membership growth specified by the end of ii. Coordinate the members of JCIHK Alumni Club to participate in selected JCI and JCIHK programs and activities. iii. Organize informal gatherings for JCI Alumni. iv. Promote JCIHK Alumni Club to graduate members. v. Take charge of the graduation ceremony at the National Convention. vi. Submit report to the National Convention. vii. Submit report to the Joint Board Meeting National Business Network Objectives JCIHK Page 22

23 i. Provide networking, contact and business exchange opportunities among JCs worldwide, through the establishment of linkage with overseas NBN. ii. Provide communication platform for members, to discuss, collect and share the latest market information, updated business related ordinance. iii. Organize visits and reception to business related partners. iv. Develop strategic partner with order business networking organization that have similar vision, in order to build long term business exchange platform and create mutual benefit. v. Provide business trip to Mainland China, which create business exchange platform for JC members. vi. Promote NBN of JCIHK both internal and external parties Appointment of Chairman NP should appoint the Chairman Term of Office The term of office of the Chairman and the members of the committee members shall commence from 1 January 2018 to 31 December 2018 (1 year) Responsibilities i. Plan activities in 2018 and submit year plan as the adopted annual theme on the business area for National Board of Directors for approval before the end of February ii. Promote the National Business Network to the members of the JCIHK and the public. iii. Regular update the existing NBN homepage. iv. Review and establish a clear mission statement of the NBN. v. Attend and make progress reports in Joint Board Meeting and to evaluate the system and the activities of the NBN from time to time. vi. Make recommendations to the Hong Kong Government on the governmental issue on Small and Medium Enterprises. vii. Submit report to the National Convention National Corporate Communications Commission Objective JCIHK Page 23

24 I. To strengthen the brand name of JCIHK as Active Citizens and to raise public awareness for JCIHK. II. To facilitate the internal communication between all local chapters through JCIHK Recommended Event. III. Enhancing the reception to external guests in any JCIHK events. IV. To educate and provide guidance to local chapter on the Corporate Identity usage Appointment of Chairman NP should appoint the Chairman Term of office The term of office of the Chairman and the members of the committee members shall commence from 1 January 2018 to 31 December 2018 (1 year) Responsibilities I. To coordinate the marketing and media coverage of JCIHK. II. To strengthen corporate image through extensive media exposure. III. To arrange courtesy visits to and meetings with government officials and voluntary organizations/community leaders and disseminate relevant information to the LOMs for development of project ideas. IV. Attend and make progress reports in Joint Board Meeting. V. Consolidate and update media contacts list. VI. Submit report to the National Convention National Foreign Affairs Commission Objectives I. To participate in and bring JC members to the 3 Area Conferences & JCI Global Partnership Summit; II. To promote JCIHK and bring home useful connections and resources; III. To participate in and provide necessary assistance to On-to Teams Appointment of Chairman NP should appoint the Chairman Term of Office JCIHK Page 24

25 The term of office of the Chairman and the members of the committee members shall commence from 1 January 2018 to 31 December 2018 (1 year) Responsibilities I. To encourage individual members to participate and attend international events. II. To promote and provide assistance to NOM and LOM on international affairs matters. III. Attend and make progress reports in Joint Board Meetings. IV. Submit report to National Convention National Global Goals Community Action Commission Objectives I. To Empower local chapters and members with knowledge on Global Goals, so they can Connect and Collaborate with stakeholders for more Impact. II. To promote Global Goals projects from local chapters throughout the world Appointment of Chairman NP should appoint the Chairman Term of Office The term of office of the Chairman and the members of the committee members shall commence from 1 January 2018 to 31 December 2018 (1 year) Responsibilities I. Raise member- and public-awareness by organizing Global Goals corporate visits or workshops. II. Empower members to apply the Global Goals in line with the global campaign. III. Provide training materials and familiarize public with the Global Goals. IV. To attend and support events related to the Global Goals. V. Attend and report progress in Joint Board Meetings. VI. Submit report to National Convention. JCIHK Page 25

26 8.12. National International Affairs Commission 2018 Policy Manual Objectives I. To coordinate communications and logistics of overseas delegates II. To arrange reception activities and official visits for overseas VIPs III. To participate in and provide necessary assistance to On-to Teams Appointment of Chairman NP should appoint the Chairman Term of Office The term of office of the Chairman and the members of the committee members shall commence from 1 January 2018 to 31 December 2018 (1 year) Responsibilities I. To encourage individual members to participate and attend international events such as JCI ASPAC, JCI World Congress, JCI VIP reception, JCI Asia-Pacific Senate Golf Tournament and Twinning. II. To arrange JCI VIP receptions. III. To promote and provide assistance to NOM and LOM on international affairs matters. IV. Attend and make progress reports in Joint Board Meetings. V. Submit report to National Convention National Mainland Affairs Commission Objectives I. To coordinate all receptions with China Youth associations visiting JCIHK and provide networking opportunities for our members towards these China s young leaders. Besides, to upgrade the member's China knowledge by providing quarterly useful tips. II. To arrange a courtesy visiting to All China Youth Federation. III. To arrange a mainland visiting to Ningxia Appointment of Chairman NP should appoint the Chairman. JCIHK Page 26

27 Term of Office 2018 Policy Manual The term of office of the Chairman and the members of the committee members shall commence from 1 January 2018 to 31 December 2018 (1 year) Responsibilities I. Plan activities in 2018 and submit year plan as the adopted annual theme on the mainland affairs area for National Board of Directors for approval before the end of February II. Coordinate and organize reception of ACYF delegates visit / visit to ACYF. III. IV. Coordinate and organize the visit to Ningxia. Promote the National Mainland Affairs Committee to the members of the JCIHK and the public. V. Regular update the existing National Mainland Affairs homepage. VI. VII. VIII. Review and establish a clear mission statement of the National Mainland Affairs. Attend and make progress reports in Joint Board Meeting and to evaluate the system and the activities of the NMA from time to time. Submit report to the National Convention National Member Enhancement Commission Objectives I. To provide long-term Member retention strategies for JCIHK & LOMs in order to serve the dynamic needs of members. II. To develop existing qualified and potential coaches by launching Be Better Coach Progam. III. To upgrade the quality of coaching in different membership levels in local chapters and foster a coaching and learning culture. IV. To develop a sharing platform to local chapters for successful coaching program Appointment of Chairman NP should appoint the Chairman Term of Office The term of office of the Chairman and the members of the committee members shall commence from 1 January 2018 to 31 December 2018 (1 year). JCIHK Page 27

28 Responsibilities I. Develop a talent pools of coaches on a long-term basis. II. Enhance coaching programs catered for specific needs of the LOMs. III. Conduct periodical reviews of NOM s and LOM's coaching activities in order to identify rooms for improvement. IV. Share JCI s story of impact by focusing on personal growth and development that members make around in their own communities. V. Attend and make progress reports in Joint Board Meetings. VI. Submit report to National Convention National Multi Media Commission Objectives I. Form specific and measurable objectives for promotional video production, which are directly connected to target external audience i.e years old potential members with goals below: II. Communicate the value that JCI Hong Kong offers to target audience as an organization of young active citizens III. Share the story how JCI creates positive change in our community IV. Raise awareness and emphasize JCI s unique, positive aspects V. To update JCIHK facebook & Instagram timely with JCIHK News Appointment of Chairman NP should appoint the Chairman Term of Office The term of office of the Chairman and the members of the committee members shall commence from 1 January 2018 to 31 December 2018 (1 year) Responsibilities I. Deliver a clear, simple message and emphasize how JCI Hong Kong impacts the community to build your reputation and image through media (mainly video production). II. Connecting with people outside of the organization to fulfil JCI mission, build JCI Hong Kong s brand and profile hence increase our impact. III. As a librarian to support NOM and LOM for marketing material in IV. Update JCIHK Facebook & Instagram timely JCIHK Page 28

29 8.16. National Publication Commission Objectives I. To maintain JCIHK official publication in high standard Appointment of Chairman NP should appoint the Chairman Term of Office The term of office of the Chairman and the members of the committee members shall commence from 1 January 2018 to 31 December 2018 (1 year) Responsibilities I. Publish 4 issues of Harbour Lights & 2 news letters II. Attend and make progress reports in Joint Board Meetings. III. Submit report to National Convention National Training & Development Commission Objectives I. To provide long-term training and development strategies for JCIHK & LOMs in order to serve the dynamic needs of members and the community. II. To develop JCIHK members for improving the effective training group facilitating and coaching skills with an emphasis on advancing the JCI Mission. III. To upgrade the quality of training program and to innovate on the program design with the objective of continuous improvement and promoting the niche of Junior Chamber as a leadership development organization to the general public. IV. To serve the needs of community through providing training programs to external organization. JCIHK Page 29

30 V. To initiate and promote the Recommended Training Course Scheme. Also develop a sharing platform to local chapter for successful training program sharing. VI. To introduce the talent development Plan Appointment of Chairman NP should appoint the Chairman Term of Office The term of office of the Chairman and the members of the committee members shall commence from 1 January 2018 to 31 December 2018 (1 year) Responsibilities I. Develop and maintain a data bank storing information about training matters on a long-term basis. II. Liaise with external training institutions to facilitate interchange of knowledge and resources. III. Enhance the function of Trainers' Circle with a view to develop the trainers and new training programs catered for specific needs of the organizations. IV. Conduct periodical reviews of NOM s and LOM's training activities in order to identify training options and/or rooms for improvement on existing packages. V. Develop programs for motivating JCIHK members to improve the effective training group facilitating and coaching skills with an emphasis on advancing the JCI Mission. VI. Submit report to National Convention National World Cleanup Day Organising Committee Objectives I. To echo with Let s Do It! Campaign for World Cleanup Day to cultivate a cleaner planet, driving each community around the world toward peace, prosperity and sustainability. II. To promote and deliver the message of World Cleanup Day to JCIHK members, and general public of Hong Kong. III. To arise the awareness of every stakeholder of local community of reducing waste at source. JCIHK Page 30

31 IV Policy Manual To achieve target 12.5 of SDG No. 12: ensure sustainable consumption and production patterns thru proactive actions Appointment of Chairman NP should appoint the Chairman Term of Office The term of office of the Chairman and the members of the committee members shall commence from 1 January 2018 to 31 December 2018 (1 year) Responsibilities I. Maintain and develop a new scheme called World Cleanup Day Campaign to line-up community partners to become long term supporters on cultivating a cleaner planet. II. Promote the World Cleanup Day to the members of the JCIHK and the public. III. Liaise with JCI and Let s Do it Foundation for their endorsement of the World Cleanup Day Campaign. IV. Attend and make progress reports in Joint Board Meetings. V. Submit report to National Convention National Inter Area Cooperation Committee Objectives I. To strengthen the cooperation and communication between 3 internal areas including Economic Development, Sustainability and Well Being. II. To coordinate the communication and alignment with government department III. To align surveys of the three areas as one of the responsibilities. IV. To act as the community concern group coordinator Appointment of Convenor NP should appoint the Convenor Term of Office JCIHK Page 31